MANUAL FOR PAYROLL SOFTWAREstarlinkindia.com/wp-content/uploads/2015/12/Payroll...Employee’s PF deduction: This percentage of amount will be deduct from employee’s salary. PF A/C

STAR LINK COMMUNICATION PVT. LTD.

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MANUAL

FOR

PAYROLL

SOFTWARE


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INDEX

Introduction

1. System

1.1. Password

1.2. Log off User

1.3. Calculator

1.4. Calendar

2. Reports

2.1 Payroll Report

2.2 TOS Monthly Report

3. Exit

Tree View Structure A. Setup

1. Formula setup

2. Payroll setup

3. Bank Master

3. Employee setup

3. Arrear Entry

4. Leave Encashment

5. Late Plan Setup

B. Data Processing

1. Pay Processing

2. Canteen Processing

3. Performance Analysis

4. Hold Salary

C. Report

1. Payroll Report

2. TOS Monthly Report

D. Reimbursement

1. Description

2. Setup

3. Transaction

E. Loan & Advance

1. Loan & Advance Setup

2. Loan & Advance Adjustment


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F. Form 16

1. Standard Deduction Slab

2. Tax Slab

3. Surcharge Rate

4. Professional Tax Slab

5. Form 16 Proposed

6. Form 16 Final

7. Form 16 Return

G. Piece Setup

1. Piece Master

2. Piece Entry

H. Final Setup

1. Bonus Processing

2. Gratuity Processing

3. Full and Final

INTRODUCTION

Payroll software is basically for generate salary reports, ESI reports, PF report, Reimbursement

reports, Loan/advance reports, arrear/bonus reports, master reports , piece information and

statement.


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Figure : Main Window

1. System

In system you can change password, and see calendar and

use calculator and import data.

1.1. Password

You can set password to restrict unauthorized user for access the time office software. If you

are giving password first time, you have to leave blank the old password textbox and enter

password which you want to give in the new password textbox then confirm it in the confirm

new password textbox Press "Ok" button to activate the new password. You

can change password through this option. Enter old password in the old password textbox and

continue the same process as new password creation and press "Ok". The new password will

activate after pressing "Ok" button.

To cancel the new password creation process press "Cancel" button.


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Figure : Password Change Window

1.2. Log Off User

You can use this option for logoffuser for change the user. To cancel the

LogOffUser press "No" button

1.3. Calculator

You can do any mathematical calculation through this calculator as you do through the

pocket calculator.

Figure : Calculator

1.4. Calendar


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You can see calendar and set date from this option.

Figure : Calendar

Tree View Structure A. Setup

1. Formula setup

You can create Formula for the further calculation of earnings and deduction's over the salary

through this option of the payroll software. You can also do modification in the existing

formula and search the formula and delete the existing formula. When you press the Formula

setup tab of setup window menu , you will see a Formula setting window in which you see

the following button's like append, modify, delete, previous, find, next and close.


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Figure : Formula Setup-1

Figure : Formula Setup-2


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2. Payroll setup

In this payroll setup, you can feed information about all employees by using

general setup, bonus setup, allowed, PF setup, ESI setup and extra setup.There are

6 parameters in payroll setup:

i. General Setup: In general set you can set earnings and

deductions on rate per amount by using formulas which you

made in formula setup. You can allot these earnings and

deductions and TDS to selective employees.

i. Bonus/Gratuity Setup: You can give bonus to employee on

wages or on basic pay. � You have to enter minimum working days on which you

want to give bonus. � You can set bonus wages limit.

� You can set bonus amount limit.

� You can set bonus rate. � You can allow bonus on arrear by ticking on this box. � You can set minimum year for gratuity but it will apply when

an employee work more than 5 years.


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� By tick on the box show “bonus on salary slip”, you can add this option in salary slip and can also set for 6 months for which you are giving bonus.

Gratuity will automatically calculate through formula {{basic/26}*years}

ii. Allowed: This option is used for activating reimbursement and

leave incash on.

� In General if you tick on options Prof. Tax, PF, ESI, VPF, Bonus, Gratuity, and then ticks will automatically generate

in employee setup. � If you want to give reimbursement but don’t want to show

on salary slip but want to maintain in software, you have to tick on boxes in reimbursement.

If you want to leave incash on basic ,HRA, DA , earnings then you have to tick on boxes in Leave Incash on. and if you want to deduct PF

on leave incash , tick on “PF allowed on leave incash on”.


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iii. PF Setup: In PF setup, employer can set limit of basic salary on

which PF from the employee salary.

� By tick on fixed on limit of basic salary will be fixed. � You can set percentage of PF deduction will be deducted

from employer’s account. This PF will be deducting into 2 parts.

1. Percentage of Employee PF (EPF) will deduct from

employer’s account. 2. Percentage of Family PF (FPF) will deduct from employer’s

account. � Employee’s PF deduction: This percentage of amount

will be deduct from employee’s salary. � PF A/C 02, PF A/C 21, and PF A/C 22: Some amount of PF

will be deposited in government’s account. � Amount on which PF will deduct: you can select option on

which you want to deduct PF.


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iv. ESI Setup: This option is used for ESI setup. � Limit of ESI deduction: You can set a amount of salary on

which you can deduct ESI.

� Employer’s ESI deduction: Percentage of ESI which will be deducted from employer’s account.

� Employee’s ESI deduction: Percentage of ESI which will be deducted from employee’s account.

� Allow ESI on Over Time: Check on this box and allow ESI on overtime.

� Allow ESI on Arrear: check on this box and allow ESI on arrear. Amount on which ESI will be deducted: By check selective boxes on

which you want to deduct ESI.


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v. Extra Setup: This option is used to create financial year in the starting of the year.


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3. Bank Master

You can create bank master to assign it to employee. And you can also

generate any report bank wise.

When you open bank master it will show you bank code, bank name and bank

IFSC code


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When you click on append bank you will find the below box to enter bank detail .

Here bank code and bank name it compulsory field.

4. Employee setup

Like time office software, you have to do master feeding of all active employees in payroll software. There are following button in

employee setup:

Append: By using this button, you have to create new employee

setup.


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� Enter payroll code in this setup. This payroll code should be unique.

� You have to set Basic salary for an employee.

� Enter PF No., ESI No and PAN No. � You can select payment to employee by cash or by cheque or by

Bank. � Enter employee‘s account no.

� You can set employee’s working on daily wages or on roll or piece rate.

� You can set DA, Conveyance, medical and HRA on per day basis or fixed for month.

Figure : Employee Setup-1

� You can set earnings and deductions in the employee setup. � You can set P& GS code, GGS code and LIC ID to employee.

� You can tick on professional tax, ESI, VPF, Gratuity for activate these options.


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Figure : Employee Setup-2

� If you want to activate PF, tick on it and you have to feed PF

information of employee.


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Figure : PF Setup

6. Arrear Entry

By using this option, you can set arrear for a month or multiple months. You can also set basic salary, DA, HRA, Conveyance, medical and

incentive on which you want to give arrear. You can give arrear to employee by two types: 1- as per actual paid days, paid days by user.

When you will tick on paid day user, a window of “number of paid days will show and you can enter days.


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Figure : Arrear Entry

7. Leave Encashment

This option is related to leave accrual of time office software. You can see

how many leaves are balanced in leave accrual and when you will enter paycode in Leave Encash Entry window and press “tab”, information of

that employee will automatically show on that window. And balance leaves will show with leave description will show in leave encash window.

You have to enter number of leaves you want to encash.


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Figure : Leave Encash Entry

8. Late Plan Setup

From this window you can create multiple late plan to deduct from salary.You can create

multiple plan and assign it to selected employee according to company or branch or grade

or employee etc.


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I. Data Processing

1. Pay Processing

By using this option, you can process for attendance data. There is three types of data, you can process:

Figure : Pay Processing

I. Capture Data from Time Office and process: If you want to give

salary to employee for actual days, you have to run this process.


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II. Process on Current Master Setup: if you have made entry on

performance analysis and process this option, report will generate on this captured data.

III. Process on Previous Data: If you want to see report for previous month, run this process.

2. Canteen Processing

By Using this option you can get the canteen count at deduction one(1) and after that

using formula you can calculate it’s amount and deduct it from salary.

Figure : Canteen Processing

3. Performance Analysis

By using this window you can maintain an employee’s data. You can set how many days that employee worked? His absent, his OT hours, Late

hours, Early hours, WO, CL,SL,PL/EL, Other leave, Late days, Early days, Holiday.


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Figure : Performance Analysis

4. Hold Salary

By using this option you can hold the employee salary for particular period and when you

want to unhold this employee salary then you can also remove the check mark from there.


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Figure : Hold Salary

J. Report

1 Payroll Report

In this section you can generate Salary Reports, PF reports, ESI reports, Reimbursement reports,

Statuary reports, Loan/Advance reports, Arrear & Bonus reports, Master reports, Piece

information, and statement.


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Figure : Payroll Reports

2. TOS Monthly Reports

You Can also view time office Monthly report form here


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K. Reimbursement

1. Description

You can give name of Reimbursement which you are giving to employee like incentive, OW, etc but you don’t want to show this reimbursement on salary

slip but want to maintain it in software.


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Figure : Reimbursement Description

2. Setup

In this setup, you can see reimbursement description will automatically show. Just enter payroll code and press “tab” and

details of that employee will automatically generate.

You can set financial year. Now you feed opening balance for these reimbursement and then save this setup.


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Figure : Reimbursement Setup

3. Transaction

After completing reimbursement setup, you open reimb

transaction. Just enter paycode and press “tab” and opening

balance of reimbursement will automatically show in employee monthly reimbursement paid window. Now you can give values of

these reimbursements on monthly basis and this total amount should not exceed more than total amount of opening balance.


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Figure : Reimbursement Transaction

L. Loan & Advance

1. Loan & Advance Setup

You can make entries of advance or Loan through this option. First you have to enter payroll number of a employee and press button

tab to details of that employee like card no, company, employee name, department and category will automatically come on the

screen.

I. Entries about Advance: � If you want to take advance, tick on advance. � Company ID number will automatically generate in the case of

advance.

� If you want to deduct that advance from salary, tick on box (deduct from salary).

� You have to select on advance type by option advance/loan type.


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� If you can see entry of existing advance, just tick on box (view). � By clicking on new to create new window for advance. You can

enter month in which employer is giving advance, total advance,

you can make amount in installment and number of installment will be generated automatically.

� By clicking on delete, you can delete existing window for advance.

Figure : Loan/Advance Setup

II. Entries for loan: � If you want to take loan, tick on box (loan). � If you want to deduct that loan from salary, tick on

box (deduct from salary). � You have to select on Loan type(personal loan, home

loan, vehicle loan, other loan) by option advance/loan type.

� If You can see existing loan, just tick on box (View). � By clicking on new to create new window for Loan. You

can enter month in which bank is approved loan, total


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loan, you can make amount in installment and number

of installment will be generated automatically. � By clicking on delete, you can delete existing window for loan.

2. Loan & Advance Adjustment

Figure : Loan/Advance Adjustment

If an employee took some loan or advance and he want to return it as

soon as possible, he will use this option.

M. Form 16

1. Standard Deduction Slab

• If income is varying from Rs. 75,000/- to Rs. 5, 00,000,

standard deductions will 40% of salary or 30,000 whichever is lower.

• If above Rs. 5, 00,000/- , Standard deduction will be Rs. 20,000.


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Figure : standard Tax Deduction

2. Tax Slab

This Tax slab is also known as income tax slab. Example: If an

employee’s income is Rs. 2, 40,000. Slab 1:- Lower limit: If lower income is 50,000

Upper limit: upper income is 1, 10,000. Percentage of tax: 0%

Fixed tax: No tax will be deducted.

Slab 2:- The next Rs. 50,000/- is taxable at 10/-.

Slab 3:- The remaining amount is taxable at 20/-.

Total tax will be: 0+10% of Rs.50, 000+ 20% of Rs.80, 000=Rs.

21,000/-

Figure : Tax Slab

3. Surcharge Rate


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Surcharge is applicable if total income exceeds Rs. 8.5 lakh for annual

year 2005-06 and Rs. 10 lakh for Annual year 2006-07.

Figure : Surcharge Rate

4. Professional Tax Slab

Professional tax always deduct from the gross salary.

Professional tax slab rates different from state to state because it comes under government jurisdiction. If an employee’s salary

is vary between from Rs. 3,000/- to Rs. 5000/- , professional tax will deduct Rs. 30/-.

Lower limit: you have to put lower limit of salary. Upper limit: you have to put upper limit of the salary.

Tax amount: you have to put professional tax amount. Branch: you have to select City or state where it’ll applicable.

Figure : professional Tax Slab

5. Form 16 Proposed

If an employee’s income is greater than fixed amount, he has to

pay income tax for it. It is a certificate under section 203 of the Income-tax Act, 1961 for tax deducted at source from income


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chargeable under the head "Salaries".

Figure : Form 16(perposed)-1


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Figure : Form 16 (Perposed)-2


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Figure : Form 16(Perposed)-3

6. Form 16 Final

Employee has to fill this form at the time of full & final.


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Figure : Form 16(Final)-1


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Figure: Form 16(Final)-2


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Figure : Form 16(Final)-3

7. Form 16 Return

This is basically used for deposit tax to bank. You have to enter account year from to till. And paycode of the employee and amount of tax and

branch & band where he want to deposit tax.

Figure 33: Form Deposit


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N. Piece Setup

1. Piece Master

This option is used in Export houses. You can set piece code and what type of work an employee did (name of work) and per rate a employer

want to give on that piece.

You can create new piece master and modify to edit in existing Piece

master and delete to delete in existing piece master, etc.

Figure : Piece Master-1


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Figure : Piece Master-2

2. Piece Entry

In this piece entry, you enter paycode and press “tab” and detail of that employee will automatically show on screen. You can select date on which

you want to give salary. And select piece type and enter no of piece you that employee have made and then save, total amount will be calculated

automatically.

Figure: Piece Entry


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O. Final Setup

1. Bonus Processing

Using this option if you have not done the bonus setup previously and you want to

calculate the bonus for previous month data then you can use this option.

Figure: Bonus Processing

2. Gratuity Processing

In gratuity process, you have to enter that date till that you want to

process for gratuity.

Figure : Gratuity Process

3. Full and Final

This option is used for full and final entry for an employee. If an

employee is leaving his job, enter paycode and enter resign date and

enter payable month in which you give him all amount. � Tick on box Net Salary with previous month’s salary.

� You can enter Gratuity’s amount. � You can select leaves for incash.


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� If an employee has resigned one month before, employer

has to pay for 30 days in Notice Days Paid. � This full n final window will show pending loan/advance. � If you tick on PF on leave encash in option allowed on

payroll setup, pressing apply setting, amount will

automatically come in PF on leave in cash portion in full & final window.

Figure: Full & Final Entry

2. Reports

2.1 Payroll Report

In this section you can generate Salary Reports, PF reports, ESI reports, Reimbursement reports,

Statuary reports, Loan/Advance reports, Arrear & Bonus reports, Master reports, Piece

information, and statement.


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Figure: Payroll Reports

2.2 TOS Monthly Reports

You Can also view time office Monthly report form here


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3. Exit: Close payroll software.

THANK YOU

Documents

MANUAL FOR PAYROLL SOFTWAREstarlinkindia.com/wp-content/uploads/2015/12/Payroll...Employee’s PF deduction: This percentage of amount will be deduct from employee’s salary. PF A/C